Estimates

An estimate is a description of the parts and labor required to complete a proposed repair. You create a new estimate using the Estimate page.

This topic reviews the Estimates page itself. To review how to use the estimate process page:

Estimate pane

You use the Estimate pane to specify the shop and unit, along with other details.

The Estimate pane has two parts:

Estimate header
Estimate tabs

Estimate header

The Estimate header lets you record the repair shop, order number, unit, and other information related to the order.

This table reviews the fields in the Estimate header. Required fields are marked with a blue asterisk (*).

Field	Definition
Shop *	User-defined shop identification number. You can enter up to 12 alphanumeric characters. Notes: Once you create a section for the Estimate, you cannot edit the Shop value. The Shop field may have Shop Restrictions.
Estimate Number *	Twelve-character number assigned to the estimate.
Customer	Customer assigned to the unit The program may also use this field or the Bill To Customer field to define who receives the bill for a unit’s repairs.
Unit *	User-defined unit identification number Note: The units you can see and use may depend on their domicile shop (that is, the shop they are assigned to). For details, see Shop Restrictions.
Price Table *	Price Tables control the price at which a shop charges for parts, labor, vendor parts, and services on an invoice for the customer. The options available from this dropdown list are based on your setup.
Repair Site	User-defined physical location where the repair takes place. Typically, the options in this field identify the standard VMRS choices for repair site, which include Customer, Facility, Field, and Outside Comp.
Estimate Date *	The date when the estimate is created. The program fills the current date automatically.
Status	The estimate’s status When creating a new order, the field status defaults to Open. Status codes include: Open The estimate is open. You can create sections and line items for the Estimate. Closed The estimate closes automatically once the linked invoice is closed. Canceled The estimate is canceled. To mark an estimate as canceled, it cannot have any line items.
Override Taxes	Options are: NO (default) Taxes are calculated based on your setup. The results are read-only. YES The program calculates taxes, but you can add, edit, or delete them.
Override Fees	Options are: NO (default) Fees are calculated based on your setup. The results are read-only. YES The program calculates fees, but you can add, edit, or delete them.
Bill To Customer *	Customer who should receive the invoice for the unit repairs. Some customers have one address for their unit location and another for their accounting office. The Bill To Customer has the invoice information. For more information about creating customers and their related bill to customers, see Create a customer record and Work with customer records.
Meter Readings	If the unit you selected has meter readings on file, this area will show you the current meters and reading values.

Field

Definition

Shop *

User-defined shop identification number. You can enter up to 12 alphanumeric characters.

Notes:

Once you create a section for the Estimate, you cannot edit the Shop value.
The Shop field may have Shop Restrictions.

Estimate Number *

Twelve-character number assigned to the estimate.

Customer

Customer assigned to the unit

The program may also use this field or the Bill To Customer field to define who receives the bill for a unit’s repairs.

Unit *

User-defined unit identification number

Note: The units you can see and use may depend on their domicile shop (that is, the shop they are assigned to). For details, see Shop Restrictions.

Price Table *

Price Tables control the price at which a shop charges for parts, labor, vendor parts, and services on an invoice for the customer. The options available from this dropdown list are based on your setup.

Repair Site

User-defined physical location where the repair takes place. Typically, the options in this field identify the standard VMRS choices for repair site, which include Customer, Facility, Field, and Outside Comp.

Estimate Date *

The date when the estimate is created. The program fills the current date automatically.

Status

The estimate’s status

When creating a new order, the field status defaults to Open. Status codes include:

Open
The estimate is open. You can create sections and line items for the Estimate.
Closed
The estimate closes automatically once the linked invoice is closed.
Canceled
The estimate is canceled. To mark an estimate as canceled, it cannot have any line items.

Override Taxes

Options are:

NO (default)
Taxes are calculated based on your setup. The results are read-only.
YES
The program calculates taxes, but you can add, edit, or delete them.

Override Fees

Options are:

NO (default)
Fees are calculated based on your setup. The results are read-only.
YES
The program calculates fees, but you can add, edit, or delete them.

Bill To Customer *

Customer who should receive the invoice for the unit repairs. Some customers have one address for their unit location and another for their accounting office. The Bill To Customer has the invoice information. For more information about creating customers and their related bill to customers, see Create a customer record and Work with customer records.

Meter Readings

If the unit you selected has meter readings on file, this area will show you the current meters and reading values.

Estimate tabs

The tabs let you see and enter information about the estimate’s history, PMs, work pending information, accounts, and user fields.

History tab

The History tab identifies the user who created, completed, and closed the order along with the dates those activities were performed. All fields are read-only.

Field	Definition
Created By	User ID of the person who created the estimate
Created On (Server Time)	Date and time the estimate was created, based on the time zone the server is in.
Modified By	User ID of the person who edited the estimate, if any
Modified On (Server Time)	Date and time the estimate was edited (if applicable), based on the time zone the server is in.
Cancellation Reason	Reason the estimate was canceled, if applicable.
Cancellation Reason	You can leave a message stating why the estimate was canceled.

Field

Definition

Created By

User ID of the person who created the estimate

Created On (Server Time)

Date and time the estimate was created, based on the time zone the server is in.

Modified By

User ID of the person who edited the estimate, if any

Modified On (Server Time)

Date and time the estimate was edited (if applicable), based on the time zone the server is in.

Cancellation Reason

Reason the estimate was canceled, if applicable.

Cancellation Reason

You can leave a message stating why the estimate was canceled.

PMs tab

This tab lets you see a unit’s preventive maintenance (PM) information. This tab displays information only when PMs are due.

Depending on the type of PM, the tab shows the Description, Due Date, and Due Percent field values based on the entries you make when you add a PM record. You can also add the PM to the Estimate as a section by clicking the Add icon in the Action column.

Field	Definition
Description	Component code description
Due Date	Date the PM is due
Due Percent	Percentage due for the PM Depends on the type of PM. This field may or may not be included.

Field

Definition

Description

Component code description

Due Date

Date the PM is due

Due Percent

Percentage due for the PM
Depends on the type of PM. This field may or may not be included.

Work Pending tab

This tab lets you see a unit’s pending work, which could include deferred repair work, campaigns, or recalls.

You can also add the Work Pending to the Estimate as a section by clicking the Add icon in the Action column.

Field	Definition
Description	Component code description
Opened	Date the order is opened
Section Comment	Displays comments added to the section for the estimate

Field

Definition

Description

Component code description

Opened

Date the order is opened

Section Comment

Displays comments added to the section for the estimate

User Fields tab

You can use this tab to track specific estimate fields that are not included in TMT Fleet Maintenance. For example, you might create a user-defined field called Vehicle. The User Fields tab lets you see and edit that field.

Approval History tab

If the estimate has been approved, this tab shows these fields.

Field	Definition
User	The person who approved the estimate
Action	The action taken, such as Approved
Date	The date and time the approval was made
Estimated	The amount of the estimate
Approved	The amount approved for the estimate
Comments	Any comments about the approval process

Field

Definition

User

The person who approved the estimate

Action

The action taken, such as Approved

Date

The date and time the approval was made

Estimated

The amount of the estimate

Approved

The amount approved for the estimate

Comments

Any comments about the approval process

Sections/Lines pane

You use the Sections/Lines pane to record sections and line items that identify charges and comments for the repair.

Number	Description
1	Section area Sections identify the repairs needed for a unit. A section includes the component code that categorizes the repair, the complaint that prompted the repair, and the reason for the repair.
2	Line area Lines are added to a section to identify the specific parts, labor, comments, services, taxes, or fees related to the repair. The Lines, Section Audit, Comments, and Line Audit tabs allow you to enter additional details about a line.
3	Order Totals grid The grid shows the order’s total costs for the parts, labor, services, miscellaneous items, fees, tax, and fuels related to the repair.

Estimates can be affected by option settings at the Application and Customer levels. To check settings, go to Menu > Setup > Options > Application Options > Estimate. For more information, see Application Options: Estimate.